Standard Operating Procedure (SOP) for:
Administrative Post Offices (APO)
All APO’s are responsible for developing and maintaining their Remotely Managed Post Offices (RMPO) under their control at a high degree of efficiency and for assuring that all USPS standards are maintained.
Administrative Postmasters can accomplish their mission only through the effective use of people. How successful an APO is in working with people will, to a great measure, determine whether or not the goals of the Postal Service are attained. Getting the job done through people is not an easy task, and certain basic things are required, such as:
a. Let the RMPO know what is expected of them.
b. Know fully if the RMPO is not attaining expectations; don’t guess
c. You are the Administrative Manager of your RMPO –don’t pass this responsibility onto someone else.
d. Work with your RMPO’s to run efficient operations to meet the goals of the Postal Service.
e. Communicate with your RMPO. Ensure they have the support needed.
1. Access to information for RMPO’s
A. Computer- The APO is responsible for ensuring that they and their staff have the appropriate computer access necessary to support the RMPO operations, including but not limited to:
I. ACE (Active Directory)
II. Outlook- (responsible for maintaining individual and distribution lists)
V. CPMS (Collection Point Management System)
VI. SPMS (Scan Point Management System)
VIII. FDB (and FSD) (Facility Data Base and Facility Security Database)
IX. FAMS (Voyager reconciliation)
X. AVUS (Automated Vehicle Utilization System)
XI. eRMS (enterprise Resource Management System- sick call line)
XII. TACS08 (Time and Attendance Collection System)
XIII. eUARS (Electronic Uncoded Address Resolution Service)
XV. COARS (Change of Address Reporting System)
XVI. MYPO (My Post Office)
B. Key and Code Accesses- The APO is responsible for maintaining , issuing auditing any and all “Keys” and Codes required to access any function of the APO or RMPO under their control including but not limited to:
I. Building Keys- the APO must maintain a set of back up keys for all RMPO’s under their control secured in a “Duplicate Key Envelope” locked in the vault (Safe)
II. Arrow Keys- the APO must maintain all arrow keys for the APO and RMPO. They should have a back up arrow key in a “Duplicate Key Envelope” locked in the vault (Safe)
III. Alarm Codes- the APO must maintain individual Alarm codes for the APO and RMPO under their control. They should be given to only those employees that have a direct need for such access. The APO must ensure that this access is revoked when it is no longer required.
IV. Safe Access- the combination for all safes in the APO and RMPO are required to be in a “Duplicate Key Envelope” locked in the vault (Safe) The APO is responsible to ensure that all key and code inventories are current and accounted for at all times.
2. Staffing and Scheduling- the APO is responsible for all aspects of staffing and scheduling in the APO and RMPO under their control.
A. All APO Postmasters must be a certified interviewer to fill vacancies as they arise. Care should be used when scheduling time off to your employee group.
B. The APO must maintain a phone list of all employees under their control and submit this list to their POOM when it changes.
C. The APO must ensure that all employees follow the required procedure when they report an unscheduled absence.
I. They must call the APO Postmaster or designee as soon as they determine they will be unable to report for duty, no later than 1 hour prior to their starting time (except on an emergency basis)
II. They must utilize the USPS Employee Service Line at 877-477-3273.
D. If they can not cover a vacancy with in their control from their phone list for the APO must contact a neighboring APO or Post Office to determine if they have an available employee for their vacancy.
E. Once you schedule an employee to another office you may not arbitrarily cancel this assignment to the other office. Both offices must agree to any modification to this assignment, if you can not agree you may seek guidance from your POOM.
F. The APO must ensure that all unscheduled absences are monitored, entered in eRMS and addressed with the employee. When the need arises they may contact their Key Postmaster, POOM or Labor Relations for advice on correcting irregular attendance.
3. Financial Controls- The APO is responsible for all financial control for the APO and RMPO.
A. The APO should ensure that all placards (available in NFS) for the APO and RMPO are posted in their respective offices (the APO should have a copy for their RMPOs in the APO).
B. The APO must ensure that all accountabilities do not exceed that in which they are allowed per postal regulation (posted on the placard in above requirement)
C. The APO must ensure that all stamp destruction is processed in their APO and RMPO when appropriate and that all stock removed from sale is no longer available to sell.
D. The APO must ensure that quarterly financial stock audits are performed the first two months of every quarter. They should be random and unannounced.
E. All appropriate notifications are submitted (571) and “Letter of Demands” (LOD) issued as required.
F. The APO is required to ensure that all daily paper work is completed accurately and timely.
G. While performing financial audits the APO must conduct a Image audit supplied by the POOM or District that will include house keeping, safety and signage. They must develop and submit a plan to mitigate all deficiencies identified on the audit to their POOM (including a timeline for completion)
4. eBuy and Bill Payment- the APO is responsible for all purchasing and payments for the APO and RMPO.
A. Utility Bills- the APO reviews and submits for payment via eBuy2
B. eBuy- the APO will create a system for the RMPO to notify them they are in need of supplies. The APO will submit all eBuy requests for the APO and RMPO. They will ensure that all requests submitted are with USPS guidelines. They will ensure that the quantities are in line with the Postal Service’s financial situation (there is no need to order a years supply of toilet paper). As a general rule there is no need to have more than a 5-6 week supply of readily available items. Those items that are time sensitive and have a longer procurement period (bank deposit slips and bags) should be ordered well in advance of actually running out.
5. The Postmaster is responsible for all “Day to Day” operations of their APO and RMPOs including but not limited to (not all will be used in every office on a daily basis):
• Check MYPO before 9:00am and before 3pm (2 x daily)
• Check outlook (emails)
• Check carrier cases for “sleepers” and record on log sheet
• Update timecards (clerk PS 1236, Rural PS 4240)
• Assign and clear carriers of accountable and keys
• Compile Unit PS 1412 and verify supporting documentations
• Verify all employees are wearing badges
• Verify all EXFC mail is processed and delivered
• Verify building is secure after all carriers have departed
• ( If Applicable) Verify station input
• Prepare Register for dispatch
• Assure all mail is dispatched (CFS/LOOPS)
• collections at designated times and run reports
• If postal vehicles, verify they are locked and present
• Secure key accountability/MO machines in safe
• Secure safe, locked cabinets and building, and set alarm
• WebBATS as needed
• Total and submit timecard (To APO) (RURAL bi-weekly)
• Fill employee stamp orders
• eFLASH/ Webis every Friday
• Hour transfers
• Prepare next weeks work schedule
• Box rent notices in boxes by the 10th of the month
• Close all unpaid boxes on the 10th of the month
• Complete the Aviation Security Audit
• EXFC Audit monthly
• AMS Audit report / Check NO Stat/vac./ and fax
• Vehicle Inspection Audit
• Empty copier of coins and record in AIC 123 at the end of month
• Report copier reading on internet
• Send in stamp order
• Review PS Forms 3972 (Absence Analysis)
• Audit Change fund
• Check eBUY and certify utility bills
• Verify driver’s license
• Audit retail stock (packaging/etc.)
• Audit Clerk accountabilities (must be completed with in the first two motns of every quarter)
• Verify Key Logs, building facility keys, PS Forms 3977s
• Collect Annual Fees (permit imprint, second class, business reply)
• Examine and verify locks and keys for clerk drawers (F-1 433.27)
• Verify Main Stock
• Audit CPU’s (Contract Postal Units) If applicable
• House keeping audit
• Security Audit
• Training - maintain training logs of your RMPOs. Enter training into Learning Management System (LMS)
• Have daily check list sent by RMPO daily to the APO
• Have a back up system in place for APO leave. Keys should be the back up to the APO.
• Report all problems or situations you need assistance with to the POOM.